Specialist, Cdwp and Events, Faculty of Arts

2 months ago

Calgary, Canada The University of Calgary Full time

**Description**

The **Faculty of Arts** is currently seeking a Full-time Regular **Specialist, CDWP and Events.**

Reporting to the Director of Communications and Marketing for the Faculty of Arts with accountabilities to the Chair/Acting Chair of the Calgary Distinguished Writers Program (CDWP), the Specialist, CDWP and Events has two areas of responsibility. One element of the role is responsible for the day-to-day coordination and support of the Calgary Distinguished Writers Program (CDWP) and planning and delivery of CDWP programs and initiatives. CDWP is one of Canada's most exciting writer-in-residence programs, and for more than 30 years CDWP has brought Canada's most exciting emerging writers to the University of Calgary and has attracted distinguished visiting authors lauded on the global stage. The other element of the role is working with the Faculty of Arts Communications and Marketing team and the Office of the Dean to facilitate Faculty of Arts event planning. These activities range from public facing events, to internal community gatherings. The events specialist is responsible for delivering events from start to finish, with mínimal supervision. There is a high volume of work, with peak times and high stress factors driven by constant deadlines, high impact of error, competing priorities. There is a degree of physicality to the position, including event set up, tear down and equipment transportation.

This is a full-time position consisting of 35 hours per week. Work outside of regular office hours is required for event planning, with compensating time off available. The position is a part of the AUPE Collective Bargaining Unit.

The Specialist is a member of both the CDWP Steering Committee and the Faculty of Arts Communications and Marketing team. The position works closely with and takes direction from the Chair/Acting Chair of the Calgary Distinguished Writers Program and its steering committee to plan engagement activities and provide support for CDWP programming. The position also collaborates closely with members of the Faculty of Arts communications and marketing team to achieve marketing, media relations and digital media objectives and to integrate marketing and communications tools into CDWP events and initiatives.

This position has continued interaction with the external community and impact on the reputation of the CDWP. The Specialist operates independently in conducting day-to-day assignments and projects, seeking input and consulting others when appropriate. The Specialist uses professional judgment in reviewing his/her work.

The Specialist is responsible for the support of the Faculty of Arts Communications and Marketing Team and the Office of the Dean, and the planning and delivery of events and initiatives. The Specialist would work independently within a team environment to concurrently manage multiple, often complex events per year as part of the Faculty of Arts engagement and outreach activities. This includes creating event plans and coordinating events logistics; supporting programming and events in the Faculty of Arts; and working with the Arts Communications and Marketing team to plan communications and marketing for community events, which advance the Faculty of Arts strategic goals.

**Summary of Key Responsibilities** (job functions include but are not limited to):

- Create and implement event plans; plan and manage logistics for public and internal events with attendance between 25 to 500, including securing speakers, booking venues and catering, arranging travel, setting up events, creating event schedules, hiring photographers; coordinating all logistics; lead and manage all event day logistics; recruit and train event volunteers; write event briefing notes and speaking notes for the Dean, Faculty of Arts.
- Work with communications and marketing staff, designers and photographers to project manage communications and marketing to promote the Faculty of Arts, the Office of the Dean events, including print and digital collateral.
- Organize and collaborate with the Communications and Marketing Specialist and Sr. Digital Specialist to ensure media strategies are built into event and community engagement plans.
- Support the creation and implementation of marketing/engagement plans for events and other activities and in the creation of an annual event plan for the Faculty of Arts
- Write and edit collateral including invitations, print and online promotional material and advertisements, posters and social media. Implement an approval process for all communications and marketing collateral, which includes oversight from the Director, Communications and Marketing.
- Work with the Chair/Acting Chair and steering committee to ensure the Calgary Distinguished Writers Program maintains its mandate; support the Chair/Acting Chair in reviewing, revising or creating policies, procedures, and processes of the CDWP and bring forward recommendations for improvement; seek

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